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excelisfun - Excel Basics 6: Customize Quick Access Toolbar (QAT) and Show New Ribbon Tabs

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Author: excelisfun
Categories: Technology
Tags: technology
Views: 2 · Last viewed: 2026-10-16 00:54 UTC

Short Summary

Main recommendation: Customize the Quick Access Toolbar (QAT) by moving it below the ribbon and adding the buttons you use most, including commands that do not appear on any ribbon tab, while removing buttons you never use. The video also shows how to display hidden ribbon tabs such as Developer and add-in ribbons through Excel Options.

Key Points

  • The default QAT is uncolored and shows buttons many users don't need, so it helps to tailor it to your own workflow.
  • Adding buttons from any ribbon tab (e.g., Decrease Decimal, Increase Decimal, Shapes, Column Chart) keeps them visible no matter which tab you are working in.
  • Some features, such as Scenario, Speak Cells on Enter, and Paste as Linked Picture, are not on any ribbon tab (he notes he personally couldn't find them there) and can be added via Customize Quick Access Toolbar.
  • Removing unneeded defaults such as AutoSave, Save, Undo, and Redo keeps the toolbar clean, especially if you rely on keyboard shortcuts.
  • Hidden ribbons such as Developer can be turned on via Customize the Ribbon, and add-in ribbons (e.g., Power Pivot, Acrobat PDF Maker) can be enabled through File > Options > Add-ins.

Details Worth Noting

  • Concrete instructions:
    • Move the QAT below the ribbon: right-click the QAT and choose "Show Quick Access Toolbar Below the Ribbon."
    • Add a ribbon button: go to the ribbon tab, right-click the button, and choose "Add to Quick Access Toolbar." Repeat for every frequently used button.
    • Add hidden commands: right-click the QAT and choose "Customize Quick Access Toolbar." In Excel Options, pick "All Commands" or "Commands Not in the Ribbon," click a command (type its first letter to jump), and click Add.
    • Remove buttons: select a button in the right-hand list and click Remove (or right-click a QAT button and choose Remove).
    • Reorder buttons: select a command in the list and use the up/down arrows so your most-used commands sit at the top.
    • Reset: click Reset in the Excel Options QAT section to return to defaults.
    • Show a hidden ribbon: right-click any ribbon tab, choose "Customize the Ribbon," check the tab (e.g., Developer), and click OK.
    • Enable add-in ribbons: File > Options > Add-ins, select the add-in type in the Manage dropdown (e.g., COM Add-ins), click Go, check the add-in, and click OK.
  • As a joke, he notes Speak Cells on Enter stays active even after its button is removed; to turn it off, you must re-add the button and toggle it off — he calls this a 'terrible April Fool's Day joke' you could play on someone.
  • Paste as Linked Picture pastes a copied range as a picture that updates when the source data changes, useful for keeping a view in sync with formulas or pivot tables.
  • Default Excel buttons such as Save, Undo, and Redo can be removed if you use keyboard shortcuts (Ctrl+S, Ctrl+Z, Ctrl+Y).

Bottom Line

A well-built QAT, placed below the ribbon and loaded with only the commands you actually use, saves time and surfaces features that no ribbon tab provides.